Legal
Privacy Policy
Last updated: 22 August 2026
VoxiPAT ("VoxiPAT", "we", "us" or "our") provides a voice-to-report service for Portable Appliance Testing (PAT). This Privacy Policy explains how we collect, use and protect personal data when you use our website, WhatsApp submission service and customer portal (together, the "Service"), in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
VoxiPAT is the data controller for the personal data described in this policy. Our registered office is at [registered office address], company number [company registration number]. If you have any questions about this policy or how we handle your data, contact us at hello@voxipat.com.
2. Information we collect
We collect the following categories of personal data:
• Account and contact data — name, company name, email address and phone number, provided when you sign up, contact us, or use our enquiry form.
• Billing data — your payment details are collected and processed directly by our payment provider, Stripe; we do not store full card numbers ourselves.
• Recording and report data — audio recordings sent to our WhatsApp number for PAT testing, and the structured reports we generate from them (asset numbers, descriptions, locations, test classes, results and failure notes). These may incidentally include your voice and, where mentioned, the names of colleagues, sites or premises.
• Communications data — messages sent via WhatsApp, our contact form or email, and any correspondence with our support team.
• Usage data — information about how you use our website and portal, including pages visited, device and browser information, and approximate location derived from your IP address.
• Cookies data — see our Cookie Policy for full details.
3. How we use your data
We use your personal data for the following purposes, relying on the lawful bases shown:
• To provide the Service, process your recordings and generate reports — performance of a contract.
• To process payments and manage your subscription — performance of a contract and legal obligation (e.g. accounting and tax records).
• To respond to enquiries sent via our contact form — legitimate interests in operating our business and providing customer support.
• To send you service-related communications (e.g. report delivery, billing notices, security alerts) — performance of a contract.
• To send you marketing communications about VoxiPAT, where you have opted in — consent, which you may withdraw at any time.
• To improve and secure our Service, and to detect and prevent fraud or misuse — legitimate interests.
• To comply with our legal and regulatory obligations — legal obligation.
4. Who we share your data with
We share personal data with the following categories of recipients, each acting as our processor or, where noted, as an independent controller:
• Meta Platforms, Inc. — operator of the WhatsApp Business Platform used to receive your audio recordings.
• Speech-to-text and data processing partners — used to transcribe and structure the contents of your recordings into a PAT testing report.
• Stripe, Inc. — our payment processor, which handles subscription billing and Pay As You Go purchases on our behalf (Stripe acts as an independent controller for its own compliance and fraud-prevention purposes).
• Formspree, Inc. — used to process submissions from our website enquiry form.
• Framer, Inc. — our website hosting and infrastructure provider.
• Professional advisers, regulators and law enforcement, where we are required to do so by law or to protect our legal rights.
We do not sell your personal data.
5. International transfers
Some of our processors (including Meta, Stripe, Formspree and Framer) are based outside the UK, including in the United States. Where we transfer personal data outside the UK, we rely on appropriate safeguards recognised under UK data protection law, such as the UK International Data Transfer Addendum or adequacy regulations, to ensure your data continues to receive an equivalent level of protection.
6. How long we keep your data
We retain: report and recording data for as long as your account is active, and for 12 months afterwards, or longer where you ask us to retain it or where we are required to by law; billing records for as long as required by UK tax and accounting law (currently at least 6 years); and contact form enquiries for up to 24 months, unless a longer period is needed to resolve your enquiry. We securely delete or anonymise personal data once it is no longer needed for the purposes described in this policy.
7. Your rights
Under UK GDPR, you have the right to: access the personal data we hold about you; request correction of inaccurate data; request erasure of your data in certain circumstances; request that we restrict or object to certain processing; request a copy of your data in a portable format; and withdraw consent at any time, where processing is based on consent. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, or by calling 0303 123 1113, if you believe we have not handled your data properly. To exercise any of these rights, contact us at hello@voxipat.com.
8. Keeping your data secure
We use appropriate technical and organisational measures, including encryption in transit, access controls and regular security reviews, to protect your personal data against unauthorised access, loss or misuse.
9. Children
Our Service is intended for business use by PAT testing professionals and is not directed at, or intended for use by, children.
10. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version on this page with a revised "last updated" date, and, where changes are significant, notify you by email.
11. Contact us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at hello@voxipat.com.
© 2026 VoxiPAT